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kolnikov
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« on: October 18, 2009, 10:36:41 PM » |
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I have inherited the former chair's office and his old files. The question is, how much should I keep? How many years of department files do the rest of you keep? How many years of files on former professors, past adjuncts, etc.?
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ursula
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« Reply #1 on: October 18, 2009, 11:27:10 PM » |
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I would suggest keeping materials back to, and including, the last review of the department/programme.
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"spread your arms, and hold your breath, and always trust your cape"
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larryc
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« Reply #2 on: October 18, 2009, 11:49:00 PM » |
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Is there a storage space where you can send the boxed files? You never know what might prove useful.
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What an unnecessary train wreck. |
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kolnikov
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« Reply #3 on: October 19, 2009, 12:38:16 AM » |
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The last department review was 2 years ago, and our space here is somewhat limited.
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barred_owl
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« Reply #4 on: October 19, 2009, 12:55:37 AM » |
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You might want to do some sort of triage on the file contents: current faculty files, curriculum materials, departmental review, anything related to program assessment could be a "keeper" file; anything on former professors or long-gone adjuncts or outdated curricular revisions, etc. could go to an archive (e.g., a box in the basement).
Also, you might want to check around for two pieces of information: (1) if there is any formal policy on how long records must be retained, and (2) if your institution makes use of any off-campus commercial warehousing/archival storage facility in the area. Chat with other department chairs, too, to get their perspective on records retention--chances are, they've faced similar situations, too. Good luck!
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stickball
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« Reply #5 on: October 19, 2009, 06:17:32 AM » |
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Buy a Scan Snap scanner and quickly scan everything to a hard drive. Find a trusted student or Admin Ass't to do this, and get rid of all the damn paper and clutter...
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"Television isn't a medium. It's a small" - anon
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profxfiles
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« Reply #6 on: October 19, 2009, 06:41:30 AM » |
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Keep anything juicy or incriminating--you never know when you might need leverage...;)
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"Of course, the Special Olympics is to winners as Fox News is to experts--if you show up, you are one."
--Jon Stewart
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stitch
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« Reply #7 on: October 19, 2009, 01:53:32 PM » |
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Be very careful about discarding anything hiring related, even for adjuncts. This is something you want to consult with HR or legal counsel on as there are very specific and long retention periods.
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anthroid
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« Reply #8 on: October 19, 2009, 10:19:18 PM » |
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I'm going to guess you need to retain some records 5 years and personnel stuff 10. So find some banker's boxes and stack them in an out-of-the-way place filled with those files.
Believe me. You will want to see some of them in about 2 years when your very first ally as you became chair files a grievance against you.
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I can explain it again but I can't understand it for you. --The Sparrow He may be a chicken, but he's still family, you little heathens.
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jshervais
Geodoc
New member
Posts: 8
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« Reply #9 on: Yesterday at 01:06:43 AM » |
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When i became department head 10 years ago we had personnel files for dead people in the active file cabinets -- which were stuffed full. After I was able to hire my own admin assistant I had her clear out anything that was not relevant, put it in banker boxes, and store it in the basement. You need to keep stuff going back at least 10 years, or anything on active personnel (who can go back a lot longer), but it doesn't all need to be in the main office.
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alleyoxenfree
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« Reply #10 on: Yesterday at 01:27:41 AM » |
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Perhaps contact your campus librarian. At many campuses, they want everything for the archives. At others, they can be a good resource as to what to archive and what to toss.
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